Administrative Assistant

Hanwha Ocean is embarking on a journey to transition from a traditional shipbuilder to an Engineering, Procurement, Construction, Installation, and Operation (EPCI(O)) solution provider, offering products such as FPSO, FLNG, Offshore Renewables and other Floating Production Units.

The Offshore Business Division recently expanded its global footprint by establishing a new Global Business Centers in North America and Europe with the intention of becoming a project-centric and client-driven business organization. This transformation aims to offer enhanced project execution and knowledge-driven operational models by bridging the upstream culture of three continents across Asia, Europe, and America.

Summary

We are seeking a highly organized and proactive Administrative Assistant, who would report to the Head of HR, and support our Houston HQ based Heads of Department. This dynamic role requires someone with strong multitasking skills, previous experience in a fast-paced environment, and expertise in calendar management, meeting coordination, travel planning, and expense management. The ideal candidate will be familiar with MS Outlook and SAP Concur to streamline day-to-day operations.

Accountabilities

1. Maintain and coordinate the calendars for five Heads of Department, scheduling meetings, appointments, and events efficiently.
2. Organize and schedule internal and external meetings, including preparing agendas, booking meeting rooms, sending invites, and ensuring all necessary materials are prepared.
3. Coordinate domestic and international travel itineraries, including flight bookings, hotel accommodations, transportation, and related logistics.
4. Process and track expense reports, ensure timely submission of receipts, and assist in the preparation of reimbursement requests using SAP Concur.
5. Serve as a liaison between the department heads and other teams, responding to emails, phone calls, and other inquiries promptly and professionally.
6. Provide general administrative assistance including document preparation, data entry, filing, and organizing departmental resources.
7. Assist with planning and coordinating departmental events, conferences, and team-building activities.

Qualifications and Experience

1. Proven experience as an Administrative Assistant or in a similar role in a fast-paced environment.
2. Strong preference for candidates who are multilingual – preferably in Korean.
3. 5 years of prior experience supporting multiple executives or department heads.
4. Strong familiarity with SAP Concur for expense reporting and reimbursement processing.
5. Advanced proficiency in MS Outlook for calendar management, email communication, and scheduling.
6. Knowledge of additional office tools and software (e.g., Microsoft Office Suite, Zoom, etc.).
7. Excellent organizational skills and attention to detail.
8. Ability to manage multiple priorities and work under tight deadlines.
9. Strong communication skills (both written and verbal).
10. Proactive problem-solving approach with a high level of initiative and discretion.
11. Ability to work independently and as part of a team.

Diversity and Inclusion

Hanwha believes that diversity and inclusion are vital to our success. We believe that by embracing different ideas and approaches, we enhance our ability to deliver the best results for our employees, our environment, and ultimately our business partners and customers. We foster a culture where all colleagues are able to share their passions and ideas in order that we may collectively embrace and overcome the challenges in our industry, and work toward a brighter future.

Hanwha is an Equal Opportunity / Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age, or any other federally protected class.